Privacy Policy Allsports Therapy are committed to protecting and respecting your privacy. This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By agreeing to our Privacy Policy, you hereby give us consent to process your personal data as outlined within this policy. INFORMATION WE MAY COLLECT FROM YOU During your initial consultation, we may collect and process the following data about you: Your full name, date of birth, address and contact details, so that we can confirm your identity and keep in touch with information surrounding your appointment with us, or regarding the reason for your attendance within the clinic. Details about your GP so that, with your explicit consent, we can contact your GP and share personal information about you, should a further referral or discharge report be required. If a 3rd party is funding part or all of your treatment we will ask for the details and seek your explicit consent to share any information about your health or treatment that they require to enable them to process the funding. If you contact us, we may keep a record of that correspondence together with your name, address, email address and phone number. During your consultation we will take note of your past medical history, along with details regarding your current medical details. We will maintain a paper record of your appointment dates, including the amount and type of payments made. We do not store card data or information regarding your banking details. We will ask for your preference as to how you may wish to be contacted for marketing purposes during your initial consultation. You can give consent to do so by ticking the appropriate boxes on the Patient Personal Record form that is presented to you upon your initial consultation. If you enter details into our collection forms on our website, we will collect: Your name Your email address Your email marketing preferences. WHAT WE DO WITH THE INFORMATION WE COLLECT We use information held about you in the following ways: To improve our services and to ensure that our services are carried out in the most effective manner. To provide you with information and updates on services that you request from us or which we feel may interest you. To carry out our obligations arising from any contracts entered into between you and us. To notify you about changes to our service. We may also use your data to provide you with information about our services which may be of interest to you and we may contact you about these from time to time by email, post or telephone. It is your right to opt-in and out of these methods of communication as you wish. We will ask for your source of introduction to give us a better understanding of how our patients hear about us, which we may use to assist with marketing and advertising planning. Your medical details are used to help formulate and determine the treatment that is given by the practitioner. If necessary, we may use your details to liaise with other professional services in order to gather information or to be able to referral to other services that are deemed to be in your best interest. We would discuss with you the details surrounding this and will ask for your explicit consent to do so if this were to occur. If you consent to receiving email contact for marketing purposes, we will input your information into our marketing platform (currently MailChimp) and may, from time to time, send you offers and information surrounding our services. Your personal data will not be transferred to a country outside of the UK without your explicit consent. If you do not want us to use your data in this way please send an email with your request to info@allsportstherapy.co.uk. If you enter details into our collection forms on our website, we will: From time to time send out emails containing links to free information resources, information on services or offers within the clinic or information that we deem might be beneficial to you. WHERE WE STORE YOUR PERSONAL DATA Once we have received your information, we will use strict physical, electronic and managerial procedures and security features to prevent unauthorised access. We may also store manual copies of your personal information in a secure facility where access is restricted. Your medical details are recorded on paper documents, that are safely secured in a locked filing cabinet. The medical information obtained recorded is stored in accordance with the practitioner’s regulatory body and the Information Commissioner’s office (ICO). If you would like more information about the regulatory body relevant to the practitioner you are seeing then please ask them or contact info@allsportstherapy.co.uk for further details. We will retain your medical records for 8 years after discharge, or your last attendance with us. Records for anyone under 16 years of age at the time of treatment are kept until the individual’s 25th birthday, when we will securely destroy your documents and delete your personal data from our database, unless you have asked us to retain your contact information for marketing purposes. After this time, records will be securely disposed of. All other personal information you provide to us is stored securely on our database and on our computer document files. Your name and email, along with your marketing preferences, may also be stored on our marketing database (currently MailChimp). We use password protection to prevent unpermitted access to all personal data files. Your name and number will be kept in our electronic diary for 8 years, at which point deletion of appointment records beyond this will be deleted. YOUR RIGHTS (AS A DATA SUBJECT) As long as we hold personal data that can be used to identify you, you have a say in what and how this information is kept. Therefore you have the following rights: Right of access – you have the right to request a copy of the information that we hold about you; Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete; Right to be forgotten – you can ask for the data we hold about you to be erased from our records, whereby we will only hold information that is required by law for us to do so; Right to restriction of processing – where certain conditions apply you have a right to restrict the processing; Right of portability – you have the right to have the data we hold about you transferred to another organisation; Right to object – you have the right to object to certain types of processing such as direct marketing; and Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling. If you would like to action any of these rights, please contact us at info@allsportstherapy.co.uk or call us on 07843166706. RIGHT TO WITHDRAW You are always in control of your data and have the right request that we withdraw or amend all or part of your data from our database. If you think some of the information we have stored about you is incorrect, please contact us so that we can update this for you. For legal reasons, we may need to keep some of your information on file, however, this will be destroyed/erased as soon as these no longer apply. DATA BREACH In the event of a data breach, we will write to you as soon as possible with as much detail as we can regarding the breach and what we intend on doing regarding the breach. We will also inform the ICO in such circumstances and gain information as to how best to manage the circumstances. COMPLAINTS If you wish to complain about any aspect of our information rights practice you may do so by contacting the Information Commissioner’s Office via ico.org.uk/concerns. You can also contact the clinic directly at; Allsports Therapy, Kingsley House, Ganders Business Park, Forge Road, Kingsley, Bordon, Hampshire GU35 9LU. COOKIES In this section you will find information on what cookies may be set when you visit our website and how to reject or delete those cookies. When you visit our website we want your experience to be easy, useful and reliable. Where services are provided on the internet, this sometimes involves placing small amounts of information on your device, for example your computer or mobile phone. This information consists of small files known as cookies and they cannot be used to identify you personally. These pieces of information are used to improve our services for you through, for example: Enabling a service to recognise your device so you don’t need to provide the same information several times during one task. Recognising that you may already have provided a username and password so you don’t need to do it for every web page requested. Measuring how many people are using services, so they can be made easier to use and there’s enough capacity to ensure they’re fast. You can manage these small files yourself and learn more about them by visiting: www.direct.gov.uk/managingcookies HOW TO CONTROL AND DELETE COOKIES We will not use cookies to collect personally identifiable information about you. However, if you wish to restrict or block the cookies which are set by our website or any other website, you can do this through your browser settings. Comprehensive information on how to do this across a wide variety of browsers can be found at www.aboutcookies.org Please be aware that restricting cookies may impact the functionality of the websites you visit. THIRD PARTY COOKIES Cookies set for embedded social web content To support our information provision and engagement, we sometimes embed photos and video content from websites such as Youtube, Linkedin, Twitter and Facebook. As a result, when you visit a page with content embedded from, for example, Youtube or Facebook, you may be presented with cookies from these websites. We do not control the use of these cookies. You should check third party websites for more information on these cookies. Our website may also carry embedded ‘share’ buttons to enable users of the site to easily share articles with their peers through a number of popular social networks. These sites may set a cookie when you are also logged in to or otherwise using their service. We have no control over these cookies and you should check for more info from their website on these cookies. Cookies for web analytics We use third party services to gather data regarding the usage of our site on our behalf using cookies, log file data and code which is embedded on our website. We use this type of information to help improve the service we provide to UK and non UK visitors. Google analytics Google analytics is a web analytics service provider provided by Google Inc. Google analytics sets a cookie in order to evaluate a visitor’s use of our website. Google stores the information collection by the cookie on their servers in the United States. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. By using our website, you consent to the processing of data about you by Google in the manner and the purposes set out above. For more information on the cookie set by Google analytics, including information on how to opt out please go to www.google.com/intl/en/privacypolicy.html Cookie Categories The type of cookie used on this Site can each be put into 1 of 4 categories, based on the International Chamber of Commerce guide to cookie categories. A. Strictly Necessary Cookies: These cookies are essential, as they enable you to move around a website and use its features, such as accessing secure areas. Without these cookies, services you’ve asked for (such as access to secure areas) cannot be provided. These cookies don’t gather information about you that could be used for marketing or remembering where you’ve been on the internet. These cannot be restricted or blocked. B. Performance Cookies: These cookies collect information about how you use a website, for example which pages you go to most often and if you get any error messages from certain pages. These cookies don’t gather information that identifies you. All information these cookies collect is anonymous and is only used to improve how a website works. These cookies are not used to target you with online advertising. Without these cookies we cannot learn how our website is performing and make the necessary improvements that could enhance your browsing experience. These can be restricted or blocked. C. Functionality Profile Cookies: These cookies allow a website to remember choices you make (such as your user name, language or the region you are in) and tailor the website to provide enhanced features and content for you. For instance, they remember your log-in details and allow you to watch videos. They also ensure the onsite marketing and experience is relevant to you. These cookies can also be used to remember changes you’ve made to text size, font and other parts of pages that you can customise. The information these cookies collect may be anonymous and they cannot track your browsing activity on other websites. Without these cookies, a website cannot remember choices you’ve previously made or personalise your browsing experience. These can be restricted or blocked. D. Targeting Cookies: These cookies gather information about your browsing habits. They remember that you’ve visited a website and share this information with other organisations such as advertisers. They do this in order to provide you with ads that are more relevant to you and your interests. Although these cookies can track your visits to other websites, they don’t usually know who you are. Without these cookies, online advertisements you encounter will be less relevant to you and your interests. These can be restricted or blocked. COOKIES WE USE This is a list of the main cookies we use and what each is used for: Cookie name: __utma Expires: 2 years Category: Performance Description: Used by Google Analytics. Each unique browser that visits a page on the site is provided with a unique ID via the __utma cookie. In this way, subsequent visits to the website via the same browser are recorded as belonging to the same (unique) visitor. Thus, if a person interacted with the website using different browsers, the Analytics reports would track this activity under two unique visitors. Similarly if the same browser were used by two different visitors, but with a separate computer account for each, the activity would be recorded under two unique visitor IDs. On the other hand, if the browser happens to be used by two different people sharing the same computer account, one unique visitor ID is recorded, even though two unique individuals accessed the site. Cookie name: __utmb & __utmc Expires: 30 min Category: Performance Description: Google Analytics uses these two cookies to establish a session. If either of these two cookies is absent, further activity by the user initiates the start of a new session. Cookie name: __utmz Expires: 6 months Category: Functionality Description: When visitors reach the site via a search engine result, a direct link, or an ad that links to the page, Google Analytics stores the type of referral information in a cookie. The parameters in the cookie value string are parsed and sent in the GIF Request (in the utmcc variable). The expiration date for the cookie is set as 6 months into the future. This cookie gets updated with each subsequent page view to the site; thus it is used to determine visitor navigation within the site. Cookie name: PHP_Session ID Expires: End of session Category: Functionality Description: This cookie is a unique identifier for a session. It identifies a user’s session e.g. secure area log ins, email subscriptions. Cookie name: __atuvc Expires: 2 years Description: This cookie provides integration with social media accounts by using ‘AddThis’ (www.addthis.com) for users that choose to share content on their social media networks. Card Payments We use the NatWest Tyl Clover Flex device to take card payments. Please see the link, below, for more information regarding the data this collects. https://www.tylbynatwest.com/merchant-privacy-notice CHANGES TO OUR PRIVACY POLICY This policy was last updated on the 24/06/2020. Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. CONTACT Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to info@allsportstherapy.co.uk.
